Last Updated: May 31, 2026
These General Terms and Conditions (the "Terms") contain the complete terms and conditions that govern the use of MuniMins's websites and Product(s), as defined below, provided by MuniMins, LLC (the "Company" or "MuniMins").
The terms "you", "your", or the "Customer" shall mean the municipality, government body, company, organization, or any other legal entity accessing the Product(s). You and the Company may be referred to herein individually as a Party or collectively as the Parties.
BY CLICKING THE "I AGREE" BUTTON BELOW OR BY ACCESSING, VISITING, BROWSING, USING, OR ATTEMPTING TO INTERACT WITH OR USE ANY PART OF THIS WEBSITE OR THE MUNIMINS PRODUCT(S) YOU AGREE THAT YOU HAVE READ, UNDERSTAND, AND AGREE TO BE BOUND BY THE TERMS.
IF YOU DO NOT AGREE TO BE BOUND BY THE TERMS, DO NOT ACCESS OR USE ANY PART OF THIS WEBSITE or the MUNIMINS PRODUCT(S). COMPANY RESERVES THE RIGHT, WITH OR WITHOUT NOTICE, TO MAKE CHANGES TO THE TERMS AT COMPANY'S SOLE DISCRETION. CONTINUED USE OF ANY PART OF THIS WEBSITE OR THE PRODUCT(S) CONSTITUTES YOUR ACCEPTANCE OF SUCH CHANGES.
IF YOU register and create an account on behalf of a municipality, government body, company, or ANY other legal entity, you affirm and guarantee that you have the authority to enter into binding contracts, including the terms, on behalf of yourself and SAID LEGAL ENTITY.
THE MOST CURRENT VERSION OF THE TERMS, WHICH SUPERSEDES ALL PREVIOUS VERSIONS, CAN BE REVIEWED BY GOING TO https://munimins.com/public/terms.php.
You are hereby put on notice that you are obligated to periodically review the Terms and to make yourself aware of any changes hereto, and any continued use of the website and Product(s) shall constitute your acceptance thereof.
"Agreement": means the Terms and, if applicable, the Subscription Agreement, Order Form(s), any and all schedules, including the Pricing Schedule, as defined below, exhibits, statements of work, appendices, or other documents incorporating the Terms as the entire agreement between the Parties.
"Customer Data": means (i) any electronic data, customer data, information, or material that you provide, upload, or submit to the Company in connection with the Terms, and (ii) any electronic data, customer data, information, or material generated from or in connection with your use of the Product(s) (including any End User).
"Customer Marks": means the Customer's names, logos, trademarks, service marks, trade names, and other brand identifiers that Customer provides or makes available to the Company in connection with the Agreement.
"End Users": means officials, employees, contractors (including subcontractors and their employees), volunteers, and any agents of the Customer who are authorized by the Customer to access the Product(s) in accordance with the terms of the Agreement.
"MuniMins Product(s)" or the "Product(s)": means the MuniMins products and services made available to you pursuant to the Agreement, including the MuniMins software-as-a-service application, available through the Company's website www.munimins.com, including all features, functionality, updates, and enhancements made available to you during the Subscription Term, MuniMins professional services, or product-related content or services as specified in the Order Form.
"Order Form": means the MuniMins Order Form that sets out MuniMins Product(s), Subscription Term, Subscription Start Date, and Fees, which are based on the Product(s), Add-Ons, Monthly Processing Quota, Professional Services, and the number of End Users, as described in the Pricing Schedule, identified in the Order Form. An Order Form will take precedence over any other provision of the Agreement, provided that any conflict or inconsistency in an Order Form with any other provision of the Agreement will only apply to that specific Order Form.
"Pricing Schedule": means the Company's then-current pricing schedule made available at https://munimins.com/docs/forms-and-policies, as may be updated from time to time, which describes the Product(s), Add-Ons, Meeting Credits, Monthly Processing Quotas, Professional Services, and other features and functionality included in or available with the applicable Product(s) and applicable pricing.
"Privacy Policy": means the Company's privacy policy, as updated from time to time, which describes how the Company collects, uses, discloses, and protects personal information, and is available at https://munimins.com/public/privacy.php.
"Subscription Start Date": means the date from which the Customer receives access to applicable Product(s).
"Subscription Term": means the period identified in the Order Form, or any renewal term, as applicable.
Subject to and conditioned upon your strict compliance with all of the terms and conditions contained herein and any applicable Subscription Agreement and Order Form, the Company hereby grants you a limited, non-exclusive, and non-transferable license, without right of sublicense, during the Term to access and use the MuniMins Product(s) and to permit authorized End Users to access and use the Product(s), subject to the terms and conditions of the Agreement. All rights in the Product(s) not expressly granted hereunder are reserved by the Company.
The license granted to you hereunder is solely for the Customer's internal governmental purposes and is limited to the access and use of the Product(s) by authorized End Users only. You shall have no right pursuant to the Agreement to access, use, or distribute the Product(s), in whole or in part, beyond the number of authorized End Users identified on the applicable Order Form. You may add additional Authorized Users by either executing a new Order Form or amending an existing Order Form. Customer is responsible for all activities that occur under the Customer's and any End User's accounts. You will: (a) have sole responsibility for the accuracy, quality, integrity, legality, reliability, and appropriateness of all use of the Product(s) by you and any End User; (b) use commercially reasonable efforts to prevent unauthorized access to, or use of, the Product(s), and notify the Company promptly after becoming aware of any such unauthorized access or use; and (c) comply with all applicable local, state, federal, and foreign laws in using the Product(s). Nothing in the Agreement shall obligate the Company to continue providing access to any Product beyond the date when the Company ceases providing such Products to customers generally.
The Company offers a complimentary thirty (30) day trial of the Product(s) to new Customers (the “Trial Period”). The Trial Period begins on the Subscription Start Date and includes access to all features available under the MuniMins subscription plan, including up to ten (10) processed meetings and twenty-five (25) End User accounts. No payment information is required to start the Trial Period.
All provisions of these Terms apply during the Trial Period, including without limitation the provisions governing acceptable use, Customer Data, intellectual property, confidentiality, and limitation of liability. The Trial Period is provided “as is,” and the Warranty Disclaimer set forth in these Terms applies in full.
Conversion to a Paid Subscription. Customer may convert to a paid subscription at any time before, during, or after the Trial Period by executing an Order Form. Conversion does not require the Customer to wait for the Trial Period to expire.
Trial Expiration. At the end of the Trial Period, the Product(s) processing functionality is suspended. The Customer's account remains accessible in read-only mode for an additional thirty (30) days (the “Grace Period”), during which the Customer may view existing minutes, export records to PDF or DOCX, and manage account settings. The Customer may not upload new recordings or generate new minutes during the Grace Period.
End of Grace Period. After the Grace Period ends (sixty (60) days from the Subscription Start Date), access to the Product(s) is suspended until the Customer subscribes to a paid plan. Customer Data remains subject to the data retention provisions of these Terms regardless of whether the Customer has converted to a paid plan.
No Obligation to Convert. Customer is not obligated to convert to a paid subscription. The Company is not obligated to extend the Trial Period or the Grace Period.
Right to Modify or End the Trial. The Company reserves the right to modify the terms of the Trial Period, including its duration, scope, or features, or to terminate the Trial Period at any time at its sole discretion, with or without notice.
In order to ensure the quality and effectiveness of the use of the Product(s) by you and your End Users, and to protect the reputation and the goodwill engendered by MuniMins and the Company, and in consideration for the Company's agreement to license the Product(s) to you, you and your End Users shall not edit, alter, abridge, or otherwise change in any manner the content of the Product(s), including, without limitation, all copyright and proprietary rights notices. You may not, and may not permit others to (including any End User):
The Product(s) and functionality within the Product(s) may be enhanced, added to, reorganized, combined or, subject to Section 14 below, withdrawn or otherwise changed by the Company without notice.
Subject to Section 5(a), the Product(s) enable End Users to generate formal meeting minutes from uploaded audio and video recordings of public meetings.
Some of the Product(s) incorporate and utilize Artificial Intelligence ("AI") and other technologies, including generative AI (the "AI Services"). AI Services may contain various functionalities and features, which include features that collate and organize, create summaries, use voice transcription, provide analysis, and otherwise manipulate content, as well as the ability to create content, such as meeting minutes, summaries, or other documents. AI systems may not be accurate or error-free, and you are solely responsible for reviewing, editing, and approving all content created by your use of the AI Services ("Output"). AI is not a substitute for your independent human judgment, and the Company does not warrant the accuracy, completeness, or legal sufficiency of Output. The Company does not claim intellectual property rights in any Output.
Customer Data stored by the Product(s) is subject to the following retention limits: (i) Customer Data may be retained for up to one (1) year after processing, and (ii) the Product(s) may store no more than six hundred (600) processed meetings at any time. If the Product(s) reaches the six hundred (600) processed-meeting limit, the Company may archive or delete processed meetings in its discretion, including older processed meetings that have been stored for less than one (1) year, upon thirty (30) days' prior written notice to the Customer. You are solely responsible for exporting any Customer Data you wish to retain before deletion or expiration of the applicable retention period. The Company shall have no liability for any Customer Data archived or deleted in accordance with this Agreement. Exported PDF and DOCX files are not subject to the Product(s) retention limits.
The Company strives to ensure the Product(s) are always available when needed. However, the Company cannot guarantee uninterrupted access to the Product(s) at all times. You acknowledge and agree that:
You agree that the Product(s) and all parts thereof, and its specifications, including, without limitation, the editorial coding and metadata contained therein, are the property of the Company or the Company's licensors. The works and databases included in the content of the Product(s) are protected by applicable copyright laws. Other than as expressly set forth in the Agreement, no license or other rights in the pre-existing intellectual property rights to the Product(s) are granted to you, and all such rights are hereby expressly reserved.
You agree that only End Users shall be permitted access to the Product(s) as set forth in an Order Form executed by the Parties. Except as set forth herein or in an applicable Order Form, access to the Product(s) may not be shared with, extended to, or used on behalf of any other municipal entity, school district, regional authority, council of governments, or other governmental body, even if such body is affiliated with, overlaps in membership with, or shares services with Customer. Each separate governmental entity that wishes to use the Product(s) must obtain its own subscription. For the avoidance of doubt, joint or regional boards that serve multiple municipalities are not covered under any single municipality's subscription unless specifically identified in an applicable Order Form.
You hereby grant to Company a non-exclusive, royalty-free, and non-transferable license to use, copy, store, modify, and display the Customer Data as necessary to provide the Product(s) in accordance with this Agreement. Customer Data submitted by You to the Product(s), whether posted by You or by an End User, remains the sole property of Customer and Customer reserves all right, title, and interest in the Customer Data. Notwithstanding any other provision in this Agreement, Company may collect and provide certain End User registration and statistical information, such as usage or End User traffic patterns, in aggregate and anonymized form to third parties, provided that such information does not identify any End User and contains no personally identifying information. Company may access End User accounts, including, without limitation, Customer Data, to the extent necessary to respond to service or technical problems.
You hereby grant the Company a non-exclusive, non-transferable, and royalty-free license to use Customer Marks for the limited purposes set forth in this Agreement, including as necessary for the Company's performance under this Agreement, to provide the Product(s) in accordance with this Agreement, and in marketing materials related to the Product(s).
The Company will have the right to use, act upon, and freely exploit any suggestion, idea, enhancement request, feedback, recommendation, or other information provided by you, an End User, or any other third party acting on your behalf, without any remuneration, fee, royalty, or expense of any kind, and the Company will hereby own all rights, title, and interest in any such suggestion, idea, enhancement request, feedback, recommendation, or other information provided by you, an End User, or any other third party acting on your behalf.
Personal information is subject to our Privacy Policy. As a condition of using the Product(s), you agree to the terms of the Privacy Policy, as it may be changed and updated from time to time. You agree that your use of the Product(s) is subject to the Privacy Policy, and therefore, agree that you will not use the Product(s) unless and until you review the Privacy Policy and agree with its terms in its entirety.
The Company shall implement and maintain appropriate technical and organizational measures relevant to the nature, scope, circumstances, and purpose of processing to protect, at all times, the confidentiality, integrity, and availability of Customer Data against any unauthorized access, use, or disclosure.
The Company processes Customer Data, including audio recordings and generated transcripts, using third-party artificial intelligence, transcription, and cloud infrastructure services. Customer Data transmitted between the Product(s) and its sub-processors is encrypted in transit. Provider selects sub-processors that maintain security practices consistent with this Section 8.
THE PRODUCT(S) AND ALL RELATED DOCUMENTS AND CONTENT ARE PROVIDED TO THE ORGANIZATION "AS IS" AND WITHOUT WARRANTY OF ANY KIND, EXCEPT AS EXPRESSLY PROVIDED HEREIN AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW. ALSO TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE COMPANY EXPRESSLY DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, WITH RESPECT TO THE PRODUCT(S) AND ALL RELATED DOCUMENTS AND CONTENT, INCLUDING ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE AND NON-INFRINGEMENT, AND WARRANTIES THAT MAY ARISE OUT OF COURSE OF DEALING, COURSE OF PERFORMANCE, USAGE OR TRADE PRACTICE, EXCEPT FOR THOSE WARRANTIES EXPRESSLY PROVIDED HEREIN.
You, at your expense, will defend, indemnify, and hold the Company harmless from and against any and all third-party claims for damages (whether ordinary, direct, indirect, incidental, special, consequential, or exemplary), judgments, liabilities, fines, penalties, losses, claims, costs, and expenses finally awarded by a court of competent jurisdiction, after all rights of appeal are exhausted, against the Company which directly relate to a claim, action, lawsuit, or proceeding made or brought against the Company by a third party alleging the infringement or violation of such third party's registered patent, trade secret, copyright, or trademark (each a "Company Claim") by way of the Company's use of any of the Customer Data that you or your End Users provide to the Company and the Company uses in the provision of any Product(s).
The Company, at its expense, will defend, indemnify, and hold you harmless from and against any and all third-party claims for damages (whether ordinary, direct, indirect, incidental, special, consequential, or exemplary), judgments, liabilities, fines, penalties, losses, claims, costs, and expenses finally awarded by a court of competent jurisdiction, after all rights of appeal are exhausted, against you which directly relate to a claim, action, lawsuit, or proceeding made or brought against you by a third party alleging the infringement or violation of such third party's registered patent, trade secret, copyright, or trademark (each a "Customer Claim") by way of your use of the Product(s) that the Company provides to You.
Each Party represents and warrants that it has full power (corporate or otherwise) and authority to enter into and perform its obligations under the Agreement, and all actions necessary to authorize the execution, delivery, and performance of the Terms have been taken by such Party;
The Company represents and warrants that, as of the Effective Date, the Company owns all rights, titles, and interests throughout the world in and to the Product(s), which Product(s) have intrinsic value.
TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL THE COMPANY BE LIABLE FOR ANY SPECIAL, INCIDENTAL, INDIRECT, PUNITIVE, OR CONSEQUENTIAL DAMAGES WHATSOEVER (INCLUDING, BUT NOT LIMITED TO, DAMAGES FOR ANY PECUNIARY LOSS) HOWEVER CAUSED AND ON ANY LEGAL OR EQUITABLE THEORY OF LIABILITY, AND WHETHER OR NOT FOR BREACH OF CONTRACT, NEGLIGENCE, OR OTHERWISE, EVEN IF THE COMPANY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THESE LIMITATIONS WILL APPLY NOTWITHSTANDING ANY BREACH OF CONDITION(S) OR FUNDAMENTAL TERM(S) OR FOR A FUNDAMENTAL BREACH(S). IN ANY CASE, THE COMPANY'S ENTIRE LIABILITY UNDER ANY PROVISION OF THIS AGREEMENT SHALL BE LIMITED TO THE AGGREGATE AMOUNT PAID BY THE CUSTOMER TO THE COMPANY FOR THE PRODUCT(S) HEREUNDER IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO SUCH CLAIM. THIS LIMITATION OF LIABILITY IS CUMULATIVE WITH ALL SUCH PARTY'S EXPENDITURES BEING AGGREGATED TO DETERMINE SATISFACTION OF THE LIMIT. IF ANY APPLICABLE AUTHORITY HOLDS ANY PORTION OF THIS SECTION TO BE UNENFORCEABLE, THEN THE PARTIES' LIABILITY WILL BE LIMITED TO THE FULLEST POSSIBLE EXTENT PERMITTED BY APPLICABLE LAW.
The Company reserves the right to modify, amend, or update the Terms and Privacy Policy ("Modifications") at any time. The Company will provide notice of material Modifications, determined by the Company in its sole discretion, to You through reasonable means, which may include notification on the Company's website or sending notice to the contact email address associated with your account. Material Modifications will become effective thirty (30) days after such notification, unless you provide written notice of objection prior to the expiration of such notice period. If you timely object to the material Modifications, the current version of the Agreement shall continue to govern the relationship between the parties until the expiration of the then-current Subscription Term, at which point the relationship shall terminate unless you accept the modified Terms.
The occurrence of any one or more of the following events shall constitute a default under the Terms and shall cause an automatic termination of the Agreement: (i) If you or your End Users default under the Terms for any reason; or (ii) any wrongdoing or conduct by you or your End Users that would impact the business reputation of the Company or its affiliates.
Notwithstanding the foregoing, or any other term of the Agreement, the Company may terminate the Agreement at any time without prior notice if the Company determines in its sole discretion using its good faith business judgment that the actions or failure to act by you or your End Users creates a risk of harm to any End User or liability on the part of the Company, in which case, termination will be effective immediately.
Upon termination: (i) You and your End Users shall cease using the Product(s); (ii) your Access to the Product(s) shall be terminated; (iii) the Company shall make Customer Data available to You for export in a standard format (PDF and/or DOCX) for a period of thirty (30) days following the effective date of termination; (iv) after such thirty (30) day period, the Company shall delete all Customer Data from its systems within sixty (60) additional days, except as required by law; and (v) each Party shall return or destroy the other Party's Confidential Information.
Notwithstanding anything else contained herein, the provisions of Sections 1, 10, 11, 13, 12, 16, and 19(d) shall survive termination of the Agreement.
You understand and agree that in the performance of the Agreement, each Party may have access to private or confidential information of the other Party, which either is marked as "confidential" or the receiving Party should reasonably know under the circumstances that such information is confidential and/or proprietary information of the other Party. Each Party agrees that it will not disclose the confidential information of the other Party and will use such confidential information only for the purpose of performing its obligations under the Agreement. Each Party shall be responsible in the event of a breach of this obligation by an employee of that Party. This obligation of confidentiality shall not apply to information that is generally available to the public through no act or omission of the receiving Party or becomes known to the receiving Party through a third party with no obligation of confidentiality, or is required to be disclosed by law, court or by any government or regulatory authority. If any confidential information is required to be disclosed by statute, rule, regulation, or order of any court of competent jurisdiction, before any such disclosure the receiving Party will provide notice to the disclosing Party reasonably sufficient to allow the disclosing Party the opportunity to apply for a protective order or other restriction regarding such disclosure. Nothing in the Agreement shall require you to withhold records that you are legally required to disclose under applicable public records or freedom of information laws. You shall provide the Company with reasonable advance notice of any such disclosure request that involves the Company's confidential information. All confidential information will remain the exclusive property of the owner.
Any notice which you are permitted or required to give to the Company shall be deemed to have been given and received, and to be effective for all purposes when delivered personally, or when sent by certified mail or by email, in each case to the address listed below (or if notice of a new address is provided in accordance with the Agreement, the new address):
To the Company:
MuniMins, LLC.
PO Box 100
Cohasset MA 02025
info@munimins.com
Attn: Municipal Relations
Notices to you of breach, termination, or of the triggering of an indemnification obligation may be sent to you at any of your addresses listed in the Agreement. The Company may provide any other required notices to you via the Product(s).
If you believe that your work has been copied in a way that constitutes copyright infringement, please provide MuniMins's copyright agent (as designated herein) with all of the written information specified below. Please note that this procedure is exclusively for notifying MuniMins and its affiliates that your copyrighted material has been infringed. Please include the following:
MuniMins's Copyright Agent for notice of copyright infringement claims on its websites can be reached via email at info@munimins.com.
No Agency Relationship. Nothing contained herein shall be deemed to make either party an agent or legal representative of the other for any purpose whatsoever.
Assignment. You may not assign, lease or sublease, sublicense or in any other manner transfer to any person or other organization its rights under this Agreement, except as provided for herein. The Company may assign its rights under this Agreement and will provide notice to You following the close of such a transaction.
Amendment. Except as provided in Section 14, the Terms may not be amended except by written agreement between You and the Company.
Governing Law. The Agreement shall be construed and enforced in accordance with the laws of the State of Massachusetts. Any action or proceeding seeking to enforce any provision of, or based on any right arising out of, the Agreement must be brought in the courts of the State of Massachusetts in Suffolk County, and each of the parties consents to the jurisdiction of such courts in any such action or proceeding and waives any objection to venue laid therein.
Benefit. The Agreement shall be binding upon and inure to the benefit of you and the Company and their respective heirs, personal representatives, successors, and assigns.
Entire Agreement. The Agreement contains the entire agreement between the parties and supersedes all prior agreements or understandings, written or otherwise, which are expressly hereby agreed to be of no further force or effect.
Severability. If any provision of the Agreement or its application to any party or circumstances shall be declared void, illegal, or unenforceable, the remainder of the Agreement shall be valid and enforceable to the extent permitted by applicable law. In such event, the parties shall use their best efforts to replace the invalid or unenforceable provision by a provision that, to the extent permitted by the applicable law, achieves the purposes intended under the invalid or unenforceable provision.
Force Majeure. Any failure or delay by the Company in the performance of its obligations pursuant to the Agreement will not be deemed a default or breach of the Agreement or a ground for termination to the extent such failure or delay is due to computer or internet or telecommunications breakdowns, denial of service attacks, fire, flood, earthquake, elements of nature or acts of God, pandemics, epidemics, local disease outbreaks, public health emergencies, communicable diseases, and quarantines, acts of war, terrorism, riots, civil unrest, rebellions or revolutions in the United States or any nation where the obligations under the Agreement are to be executed, strikes, supplier and third-party failure, lockouts, or labor difficulties, or any similar cause beyond the reasonable control of the Company.
Waiver. The waiver by either party hereto of any breach of any term, condition, or provision of the Agreement, or the failure by either party to enforce any term, condition, or provision of the Agreement, shall not operate or be construed as a waiver of any other term, condition, or provision or of any subsequent breach of the same term, condition, or provision.